The Administrative Assistant is an intelligent and dynamic administrative professional with mature judgment, flexibility, independence and follow-through. They are self-motivated and willing to roll up their sleeves to get the job done. They will support the account teams by performing traditional and social media monitoring and conducting research, as well as the office services team as the office receptionist.

PRIMARY RESPONSIBILITIES: 

  • Answer all incoming calls and distribute messages accordingly.
  • Manage meeting room calendars and troubleshoot as needed.
  • Maintain a working knowledge of all meeting room AV and equipment and be actively available to assist if/when needed.
  • Perform daily media monitoring for account teams.
  • Assist with the ordering of all office catering for client meetings as well as for internal office needs.
  • Assist with the set up and clearing of all meeting rooms.
  • Assist with the organizing and coordinating of office operations and procedures to ensure an organized and efficiently managed Reception and overall office.
  • Ensure that the front office environment consistently maintains a professional and welcoming atmosphere.
  • Support Office Services team to maintain the professional aesthetic by doing visual inspections; including lighting, air conditioning, copier, kitchen / reception bar facilities, etc.
  • Assist with supplies and storage inventory and organization.
  • Diligently manage all office deliveries and pick-ups (FedEx, messengers, etc.)
  • Effectively utilizes research tools to monitor traditional and social media coverage for clients on a          daily basis and in real-time during client announcements
  • Provide administrative support to various senior team members as needed.
  • Tracks all office subscriptions, fees and expenses for the finance team.
  • Other duties as assigned.

SKILLS AND QUALIFICATIONS:

  • 1-2 years administrative work, customer service, and/or retail management experience preferred
  • A. required
  • Interpersonal skills to communicate effectively at all levels
  • Superior time management skills; ability to meet deadlines while balancing multiple assignments
  • Positive, energetic attitude; enthusiasm and dedication to exceptional work products
  • Excellent attention to detail and proofreading skills
  • Proficient in Microsoft Suite (Word, Excel, PowerPoint) and social media platforms 
  • Experience with Adobe Creative Suite (InDesign, Photoshop, Illustrator) a plus
  • Experience with media monitoring and tracking platforms (Factiva, Cision, TV Eyes) a plus

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